Bibliographic searching

Three functions of a bibliographic search

• To check for duplication in library’s collection
• To locate sufficient bibliographic information to select an appropriate vendor
• To obtain reliable cataloguing information

Two elements of bibliographic searching

• Verification
• Duplication check

Search procedures

• Receiving requests
• Pre-search sorting of requests
  o ensure that there are no duplicates
• Searching the library’s records
• Checking bibliographic sources
• Recording the search
  o where did you look?
  o where was the title found?
• Returning requests
  o return to user to show request has been acknowledged

Receiving requests

• Forms used to encourage requester/selector to provide as much info as possible
  o Information should be in a consistent place
• Forms can be created or brought
• Encourage requester/selector to include photocopies of source where the citation was found
  o Saves time for the selector, someone who has the authority to order materials

Pre-search sorting Pre-search sorting is important in a large library system as there are numerous requests.

• Catches duplicate requests
  o streamline all requests
• Speeds up search process
• Requests batched by:
  o Age of materials
  * Jobber will only provide materials under 3 years old
  * sort by title and date
  o Language or country of origin
  o Format
  o Completeness of request
  o Series
  * gather together

Searching library’s records

In the following order, check the

• Catalogue
• On order files (acquisitions modules)
• Received, but not yet catalogued
• Incomplete requests
  o brief
  o Bibliographic verification required before searching library’s records
• Skill of searcher (search for variations in names, keywords in titles, etc.
• Briefness of on-order or in-process records

Checking bibliographic sources

• Accuracy and completeness of information on the form
• Establishment of search strategy
• This can be time consuming

Verification answers three questions

• Does the item exist?
• How much does the item cost?
• Is it still in print?

ISBN numbers and LCC numbers are the most specific searches. Titles are more specific than authors. All words should be in direct order or keywords. Check that it is the exact book to be ordered – e.g. the correct edition, paperback or hardback. Some almost identical books may have a different title – e.g. Harry Potter and the Philosopher’s Stone is known as Harry Potter and the Scorchers’ Stone in the U.S.

 

Information provided in bibliographic search

What are we looking for? Record the information

• Full title
  o include the subtitle
• Statement of responsibility
• Edition information
• Place of publication
• Publisher
• Date
• Series
• Standard # (ISBN or ISSN)
• Price
• LC Card #
  o catalogue number
• Notation on sources searched
• Date of request
  o keep track
• Date of search
• Name of requestor
• Duplicate search
  o Record call number and the fact that it was searched for
• Fund to encumber
  o what fund do you want the bill to be accounted to?

Recording the search

• Request form is used to record results of search
• Space often provided to record sources used
• Some forms have list of different sources
  o list of major sources and ‘other’

Returning requests

• Incomplete requests may be returned asking for more information
• If item not purchased, requestor should be informed of the decision and suggestions made on how to find the information they need
  o out of print, can’t purchase but may be borrowable through interlibrary loans.
  o give alternatives